Tenders Subcommittee
– Terms of Reference
A Subcommittee of
the Works and Services Committee
Fields of
Activity
The Tenders Subcommittee is responsible for assisting
council in its general overview of procurement and tender activity by accepting
tenders which exceed the Chief Executive’s delegated authority to
approve, for projects previously approved by Council or a Standing Committee
within the delegated authority.
Membership
Chairman appointed
by the Council
4 members
appointed by the Council
Chief Executive
Group Manager:
Asset Management
For the avoidance
of doubt the references in this delegation to the ‘Chief Executive’
and ‘Group Manager: Asset Management’ extends to include any
persons from time to time appointed in writing to those roles in an acting
capacity.
Quorum – Any four members.
Delegated
Powers
Authority to accept tenders for individual projects previously approved
by the Council or a Standing Committee of the Council up to a value of
$8,000,000
Responsibility to provide oversight and direction on tendering
processes in general and/or specific issues relating to a particular project
The Committee
reports to the Works and Services Committee
HASTINGS DISTRICT COUNCIL
Tenders Subcommittee MEETING
Thursday, 5 April 2018
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VENUE:
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Landmarks Room
Ground Floor
Civic Administration Building
Lyndon Road East
Hastings
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TIME:
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9.00am
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A G E N D A
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1. Apologies
At the close of the agenda no
apologies had been received.
At the close of the agenda no
requests for leave of absence had been received.
2. Conflict
of Interest
Members need to be vigilant to
stand aside from decision-making when a conflict arises between their role as a
Member of the Council and any private or other external interest they might
have. This note is provided as a reminder to Members to scan the agenda
and assess their own private interests and identify where they may have a
pecuniary or other conflict of interest, or where there may be perceptions of
conflict of interest.
If a Member feels they do
have a conflict of interest, they should publicly declare that at the start of
the relevant item of business and withdraw from participating in the
meeting. If a Member thinks they may have a conflict of interest,
they can seek advice from the Chief Executive or Executive Advisor/Manager:
Office of the Chief Executive (preferably before the meeting).
It is noted that while Members can
seek advice and discuss these matters, the final decision as to whether a
conflict exists rests with the member.
3. Confirmation
of Minutes
Minutes of the
Tenders Subcommittee Meeting held Thursday 8 March 2018.
(Previously circulated)
4. CON2018005 Short
Duration Automatic Traffic Count Surveys 2018-2021 5
5. Additional
Business Items
6. Extraordinary
Business Items
REPORT TO: Tenders
Subcommittee
MEETING DATE: Thursday 5
April 2018
FROM: Transportation Asset Manager
Marius
van Niekerk
SUBJECT: CON2018005
Short Duration Automatic Traffic Count Surveys 2018-2021
1.0 Summary
1.1 The purpose of this report is to seek approval from the Tenders
Subcommittee to award Contract No. CON2018005 – Short duration automatic
traffic count surveys 2018-2021.
1.2 Tenders were invited under the lowest price conforming procurement
methodology. Three tenders were received.
1.3 This report concludes by recommending that Contract CON2018005 –
Short duration automatic traffic count surveys 2018-2021 be awarded to P.E.
Scarrott (sole trader) at the tendered price of $142,640 (excl. GST).
2.0 Background and Scope of Work
2.1 The work is budgeted for in the LTP and has been tendered on the
basis of a three year contract with up to two optional one year extensions.
2.2 The Contract scope allows for the collection of traffic data.
2.3 In addition to asset management planning and decision making
support, the collection of traffic data is a condition of NZTA subsidy funding,
the results from which are used by NZTA as a key performance indicator to
verify value for money at local government and national government levels and
to draw comparisons between local authorities and their peers. It is also used
as a benchmark for auditing and for reviewing of maintenance funding
allocations.
2.4 This is a Local Authority, measure and value contract for the
collection and supply of traffic data for the Hastings District Council’s
(HDC) sealed road network, to be conducted in terms of the Association of
Consulting Engineers of New Zealand and the Institute of Professional Engineers
of New Zealand (ACENZ/IPENZ) Conditions of Contract for Consultancy Services
(CCCS).
3.0 Health and Safety and Risk
Management
3.1 The health and safety expectations of the contract is set out in the
Scope of Services Appendix 1, Item H of the contract document and includes the
following:
· The Consultant shall comply at all times with the Health and Safety
at Work Act 2015.
· The Consultant shall comply at all times while working on the road
with the “Code of Practice for Temporary Traffic Management”
including the local roads supplement and any subsequent national standards for
temporary traffic control.
· Before carrying out any work on the road network the Consultant
shall submit for approval by the Client a traffic management plan detailing the
traffic control methods that will be employed during the various data
collection activities.
3.2 While P. E. Scarrott is trading as a
sole trader, this type of work is a low risk activity for Council and
replacement consultants could be found at short notice, if it proved to be
necessary.
4.0 COMMUNICATIONS AND PUBLIC
RELATIONSHIPS MANAGEMENT
4.1 This work will be carried out across the rural and urban networks as
a data collection operation, hence the risks related to communications are low.
4.2 No specific communications plan is required.
4.3 Where complaints are received regarding the noise generated by the
traffic crossing the tubes, the contractor and client proactively work together
to deal with the complaint.
5.0 Tenders Received
5.1 Tenders were publicly advertised on GETS with 25 sets of documents
being uplifted. Three tenders were received by the closing date of Wednesday 28 February 2018. These are summarised in
Table 1 below:
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Name of
Tenderer
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Tendered Price
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Evaluation
Price
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TAGS
Yes / No
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1. Matrix
Traffic & Transport Data Ltd
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$292,155.00
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$292,155.00
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No
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2. P
E Scarrott
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$142,640.00
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$142,640.00
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No
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3. WSP
Opus
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$368,244.50
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$368,244.50
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No
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Table
1 - Summary of Tender Prices
5.2 The Engineers estimate for the works was $185,000
5.3 P. E. Scarrott is currently the incumbent and has been doing this
work consistently to the required standard over ten years, providing accurate
and timely data at his current charge-out rate per count. For this tender,
his new charge-out rate is consistent with his existing charge-out rate.
Officers feel the lower tender price reflects the fact that he is a sole trader
and consequently his cost of doing business would likely be lower than rival
tenderers.
5.4 As noted above this is a good tender result as it represents good
value for money for Council and ratepayers at low risk.
6.0 Tender Evaluation
6.1 The evaluation was carried out by Adam Jackson (certified
evaluator), Jag Pannu and Marius van Niekerk.
6.2 The Tender Evaluation Team (T.E.T.) confirm that none of them have
personal relationships with any owners, directors or employees of the companies
listed above, or any financial or commercial interest in any of the companies
that would create a conflict of interest with respect to this tender evaluation
process.
6.3 A copy of the evaluation information is attached to this report (Attachment
1).
6.4 As shown in the attached evaluation form the tenderer passed all the
required non-price attributes, consisting of:
· Relevant experience
· Relevant skills
· Methodology
· Resources
7.0 Budget
7.1 Council’s Budget Allocation for this Project is as follows:
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Budget Area
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Tender Cost
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Material Cost
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Other Costs
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Total Project
Cost
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Budget
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Variance
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Contracted services
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$142,640.00
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$0.0
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$0.0
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$142,640.00
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$145,000.00
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$2,360.00
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Total
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$142,640.00
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$0.0
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$0.0
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$142,640.00
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$154,000.00
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$2,360.00
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Table 2
Note: The variance will be used to cater
for any special count requests.
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8.0 RECOMMENDATION
A) That the report of the Transportation Asset Manager titled
“CON2018005 Short Duration Automatic Traffic Count Surveys
2018-2021” dated 5/04/2018 be received.
B) That contract CON2018005 - Short duration automatic traffic count
surveys 2018-2021 be awarded to P. E. Scarrott
at the tendered amount of $142,640 (excl GST).
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Attachments:
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1
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Tender evaluation form
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PRJ18-5-0010
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Hastings District
Council